Our new
workplace
A GUIDE TO PROTECTING
YOUR HEALTH

Index

Table of Contents
A message from Judy Marks
Our principles for creating a safe workplaceYour resources
Protecting your health: at a glance
What we are doing to reduce COVID-19 risks

03

01. Safe workplace measures

08

02. Sanitization and personal protective equipment (PPE)10

03. Social distancing and workspace changes

11

04. Exposure and confirmed case reporting

13

What we ask of you

14

01. Self-monitor your health

14

02. Maintain proper personal hygiene

15

03. Follow social distancing rules

16

04. Speak up

16Frequently asked questions
Managing an evolving situation
Appendix17

Social distancing and personal hygiene visuals

20

04
05
06
07

19
20

Tip: Click on the royal blue
icon
to quickly navigate
to different sections, anduse theIndex button in
the upper right corner toreturn to table of contents.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexA message from Judy Marks
Colleagues,
I’d like to thank you for your tireless efforts throughout this pandemic. Your
commitment, dedication and resiliency are a reminder that our Otis culture
is strong. Even during the most challenging of times – we believe in us, we
strive to be the best, and we are better together.
As we move towards the next phase of recovery and begin the processof safely returning to Otis facilities, we’ve developed this guide to informyou of actions we’ve taken to prepare sites, new processes and work styles
that we’ll all need to adjust to, and what we expect of you. We all play animportant role in keeping each other safe and healthy.

Judy Marks
President & CEO, Otis

Understanding that many regions of the world are at different stages in therecovery and re-entry process, there will be some variance in the actions
that must be taken; these will be communicated to you directly by yourlocal management team. Globally, we continue to be guided by internaland external subject matter experts as well as health, hygiene and safety
recommendations from the World Health Organization and national andlocal governments.
In addition, our core values and Absolutes have remained top of mind as
we have made each decision throughout this process; they are foundational
to the way we work. They have compelled us to meet and exceed ourcommitments, serve our customers during challenging times, and they will
shape how we thoughtfully approach our return to on-site work.
•

Safety, because we always put safety first – whether it’s thewell-being of our colleagues on a jobsite or the factory floor, orthe 2 billion people around the world we move each day.

•Ethics, because our reputation reflects who we are andour values.

•

Quality, because the work we do has a real impact on people’s lives.

Being in business for more than 167 years, we have experienced all typesof markets and historic events – and each time we rose to respond. I’m
confident we will emerge, succeed and thrive. #WeAreOtis.
Stay safe,

Judy
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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexOur principles for creating a safe workplace
As we transition into the recovery phase, it's critical to set and adhere to a collection of guiding principles.
Our principles are purposefully global, enabling all colleagues – no matter their role or geographic location– to confidently adjust to their new normal. Because they are grounded in our Absolutes and informed by
guidance provided by global health agencies and experts, contract partners, and importantly, input from you
and our own leaders, the principles authentically represent how we behave as members of the Otis family.
We will:Put people first
We understand the dynamic demands of our colleagues inside and outside of theworkplace and will take a holistic and flexible approach to addressing your personal
and professional needs.

Be leaders in our communities
We apply best practices from around the world to meet – and, in many cases, exceed– safety, health and hygiene, travel and other policies and practices set by regional,
national and local governing bodies.

Prioritize safety
We uphold the highest safety standards and provide the necessary supplies – PPE,
sanitizer, cleaning materials – to help keep you safe.

Face a new normal together
We support your needs in this new environment and will communicate frequently andtransparently. We’re committed to staying connected with you as we progress throughthe phases of recovery. Ensuring that you are informed is paramount to our sharedand enduring success.

Click on the icon to link to the website

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexYour resources
We recognize that the sudden transition to remote
working was – and perhaps continues to be – difficult
for many of us. We also understand that the idea ofchanging our routines again, to return to on-site work,
can be equally challenging. We have several resources– including direct support from your local HR business
partner – to help you navigate your return to on-site
work and manage workplace changes.
While specific resources will vary region to region
and country to country, in all cases we have the tools,
programs and experts to support you, including, but notlimited to:•

Physical and mental health and well-being•

Flexible work arrangements•

Health or payroll benefits•

Inclusivity and eliminating potential stigmas•

Virtual workforce training•

Leadership through change

Additionally, if you or a family member would like totalk to a counselor during this challenging time, you
may access free, confidential assistance through the
Employee Assistance Program (EAP).
If you have questions, we encourage you to talk to
your supervisor, manager, HR business partner or EH&S
leader. Where available, visit the myHR portal arrow-alt-circle-right, or
contact the team at otismyhr.com arrow-alt-circle-right.
If you feel more comfortable speaking anonymously, we
understand. You can send a message or talk to a person
in your local language and at any time (available 24
hours/day and 7 days/week) via:

OTIS WEBLINEORCALL THE OTIS HOTLINE
AT 833.833.3001
5JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexProtecting your health: at a glanceProtecting your health: at a glance
As communities begin to emerge from COVID-19 lockdowns, we will see fundamental shifts in our
workplaces and ways of working. These shifts are designed to protect you. Our people are at the heartof our business and we are committed to your safety. The changes you can expect are designed tokeep us all safe.

PPT

POWERPOINT

How we have prepared

SAFE RETURN MEASURESSANITIZATION & PPE• Evaluate and addressfacility and jobsite risks
including ventilation
inspection• Adjust on-site staffing
to minimize the number ofpeople present• Implement temperaturescreenings at building
entrances• Establish robust cleaning
protocols; disinfect sites
with a confirmed
exposure• Offer face masks asrequired by law andhand sanitizer or soap
• Reduce the number oftouch points andphysical contact with
common surfaces

SOCIAL DISTANCING &WORKSPACE CHANGESEXPOSURE & CONFIRMEDCASE REPORTING• Rearrange work stations
and implement one-way
floor travel• Limit in-person meetings;
cap capacity for essential
in-person meetings• Eliminate on-site foodservice, or offer “to go”
boxes only

• Track site attendance;
notify colleagues of
exposure as needed• Respond to all confirmed
cases, while adhering toour privacy policy

What we ask of you
While we’ve implemented important safety measures, we need the help of all of our colleagues tokeep each other safe. Here’s how you can play a role in keeping yourself, your peers and yourcustomers safe:

SELF-MONITOR
YOUR HEALTH

MAINTAIN PROPER HYGIENE
MEASURESFOLLOW SOCIALDISTANCING RULES• Take your temperature
regularly• If you have symptoms
such as a fever, cough ordifficulty breathing, stayhome
• Notify your supervisor if
you experience
symptoms• Follow proper hygieneand hand washingtechniques• Wear a mask, facecovering or other PPE in
the presence of others• Disinfect tools andsupplies daily and avoid
sharing with others• Bring your own meals as
possible• Maintain physicaldistance from others• Use virtual meeting
options to communicate
with customers orcolleagues• Limit time in building
common areas; proceed
directly to your work area

SPEAK UP
• Notify your supervisor if
you experience
symptoms or are
diagnosed with COVID-19• Engage your supervisor,
jobsite manager orbuilding owner if you feelunsafe• Adhere to Otis privacy
and discrimination
policies© 2020 OTIS ELEVATOR COMPANY. ALL RIGHTS RESERVED.

6JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we are doing to reduce COVID-19 risks
We take our responsibility to provide you with a safe working environment very seriously. Before any of ouroffices or factory locations reopen, or before our field professionals return to a jobsite, we have taken several
steps to protect your health and well-being.
Our robust, multilayered approach to prevent the spread of COVID-19 is focused on four key areas:

1

Safe workplace measures

2

Sanitization and personal protective equipment (PPE)3Social distancing and workspace changes

4

Exposure and confirmed case reporting

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we are doing to reduce COVID-19 risks
1

Safe workplacemeasures2

Sanitization
and PPE

3

Social distancing andworkspace changes

4

Exposure and confirmed
case reporting

01. Safe workplace measures
STAFFING
In partnership with regional management, we have determined the most appropriate staffing
model for your return on-site. The decision is based on local conditions, guidelines andpolicies, and is designed to minimize crowding and address social distancing needs.
The staffing model most appropriate for your location may include staggered return dates,
staggered shifts, alternating remote work and on-site work, or the continuation of remote work.
We recognize that some of you may have personal situations that warrant special considerationor an alternative work arrangement. In these cases, please consult with your local HR business
partner as appropriate.

TEMPERATURE SCREENING
Any formal temperature screening at your on-site workplace will be coupled with your own
health self-assessment before coming to work each day. You should always remain home if
you have an elevated temperature or feel unwell.
Office and Factory• In select locations, we will require temperature screenings at building entry points.
Where appropriate, facilities will adhere to strict protocol as it relates to temperaturescreening. You will receive clear instructions for the process at screening points.
•

We will do our best to provide screening points that allow for privacy, adequate social
distancing, face masks and frequent sanitization. We will also provide a discreet exit for
those with elevated temperatures along with immediate sanitization after a person is
identified with an elevated temperature.

Field
Third-party building and property managers may require a separate temperature screening
before permitting access to a site, independent from Otis protocol. If you have concerns
about a third-party’s screening process, please contact your supervisor.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we are doing to reduce COVID-19 risks
1

Safe workplacemeasures2

Sanitization
and PPE

3

Social distancing andworkspace changes

4

Exposure and confirmed
case reporting

01. Safe workplace measures
RISK ASSESSMENTS•••

All of our offices, factories and field jobsites have been evaluated to determine andaddress COVID-19 risks to ensure you are returning to a safe work environment.
We have always conducted jobsite risk assessments, and we have modified our protocol
to include COVID-19 safety requirements and reinforced these updates
with all supervisors.
For field jobsites, we have worked with general contractors and building owners, as wellas employee representative groups, to ensure every site is ready to resume activity inaccordance with local regulations.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we are doing to reduce COVID-19 risks
1

Safe workplacemeasures2

Sanitization
and PPE

3

Social distancing andworkspace changes

4

Exposure and confirmed
case reporting

02. Sanitization and personal protective equipment (PPE)CLEANING PROTOCOLS AND PROTECTIONS
•

•
•
•

We have established daily cleaning protocols at each Otis facility. These protocols specify
approved cleaning materials and cleaning procedures for high-touch surfaces to ensure you
always have access to cleaning materials.
We will provide hand sanitizer at building entrances and in common areas, with signage
reminding you to wash or sanitize your hands regularly.
We have and will continue to thoroughly disinfect any facilities with confirmed COVID-19
exposure.
Where necessary, we will provide you with face masks, as well as adequate hand-cleaningand hand-sanitizing facilities and supplies.

VENTILATION••

We have checked building ventilation to ensure it provides proper air quality and circulation,and meets the requirements and recommendations of local and global health organizations.
Where appropriate, we have increased the air filtration capabilities of our existing
equipment.

TOUCHPOINT REDUCTION
We have developed practices to decrease touchpoints and reduce physical contact with thesesurfaces. This may include leaving interior doors open or installing touchless entry technology.
Note: Public safety codes, building codes, applicable laws and security
requirements will not be compromised.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we are doing to reduce COVID-19 risks
1

Safe workplacemeasures2

Sanitization
and PPE

3

Social distancing andworkspace changes

4

Exposure and confirmed
case reporting

03. Social distancing and workspace changes
SOCIAL DISTANCING•

We will follow local government and health organization guidelines for social distancing.
Your facility may control traffic flow using one-way travel floor markers and implementing“in” and “out” pathways.

•

In some cases, building entry points may be restricted to make it easier to track thosecoming into the building and to ensure you are properly directed to any required
temperature screening points.

•

Where appropriate, we may rearrange desks, individual workstations and furniture to enablesocial distancing and discourage gathering at common areas such as coffee machines,
vending machines and water coolers.

•

We may provide a protective barrier for lobby security stations.

•

External building visitors will be limited to those considered business essential and they
will be required to follow the same screening and safety protocols. In some cases, non-Otis
visitors may need to sign waivers to enter Otis buildings.

IN-PERSON MEETINGS•

We will restrict travel and large meetings to those deemed business critical and comply
with local guidelines limiting the number of people at gatherings.

•

We will ask that in-person internal meetings are conducted using teleconferencing
technology, which will be provided. Telephone and video meetings will continue to be thepreferred methods of communication.

•

For business critical in-person meetings, we will limit capacity and require participants towear face masks. Excess seating will be removed to enable adequate social distancing.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we are doing to reduce COVID-19 risks
1

Safe workplacemeasures2

Sanitization
and PPE

3

Social distancing andworkspace changes

4

Exposure and confirmed
case reporting

03. Social distancing and workspace changes
FOOD SERVICES•

In some locations, we may no longer serve food. We encourage you to bring your own
meal and eat at your desk or individual workstations.

•

We will eliminate custom preparation stations at most locations and offer “to-go” meal kits,
disposable packaging and utensils, and touch-free payment.

•

We will implement social distancing for cafeteria payment lines and provide a protective
barrier for cafeteria cashiers.

•

Where cafeteria seating is required, we will implement required social distancing byproperly staging café seating and removing excess seating.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we are doing to reduce COVID-19 risks
1

Safe workplacemeasures2

Sanitization
and PPE

3

Social distancing andworkspace changes

4

Exposure and confirmed
case reporting

04. Exposure and confirmed case reporting•

We will implement daily attendance tracking, such as entry-point badge swipes, at somelocations. This is designed to help us notify individuals in the case of inadvertent exposurein the building.

•

We have established a strict policy for responding to confirmed cases. The Otis HR teamand managers will continue to follow this policy, as well as the Otis privacy policy.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we ask of you
In addition to the steps we have taken as an organization tooffer a safe work environment for our colleagues, each of you
plays a role in keeping each other safe. We ask that you takethe following steps for our collective health and safety as we
return to on-site work.

1

Self-monitor your health2

Maintain proper personal hygiene

3

Follow social distancing rules

4

Speak up

01. Self-monitor your health•Self-monitor your temperature and symptoms
before coming to work and stay home if you have an
elevated temperature or generally do not feel well.

•If you exhibit any symptoms of COVID-19, follow
the directions of your local health authority to seek
medical attention and notify your supervisor.

•

If you experience symptoms at work, please notify
your supervisor immediately and return home assoon as possible.

Note: Otis will not tolerate workplace discrimination
or retaliation against any colleagues for reporting asuspected or confirmed case of COVID-19.

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IndexWhat we ask of you
02. Maintain proper personal hygiene
Everyone should follow local health organization andfacility guidelines for personal hygiene. As mentioned,
we will provide you with hand sanitizer, face masks, andother needed PPE. We recommend that you bring yourown meals to work and eat at your desk or individual
workstation.
Office and Factory:• Do not share desks, individual workstations or any
office supplies or equipment with anyone else. Limit
your use of shared printers to essential needs, andwash your hands or use hand sanitizer immediately
after accessing the printer’s touch controls.
Field:• Perform daily disinfection of jobsite tools, tooling,
PPE (safety belts, hard hats, gloves, work clothes, etc.)
and other equipment contacted without gloves.
•

Do not share your hand tools with anyone else. If
unavoidable, the tools should be properly disinfectedprior to touching.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexWhat we ask of you
03. Follow social distancing rules•

Always wear a face mask when you are in public and cannot
socially distance at work.

•

Keep at least 6 feet (approximately 2 meters) between
yourself and others, even when you wear a face mask.

•

Follow local health organization and facility guidelines forother proper social distancing measures and PPE use. Notify
your local Legal, HR or EH&S leaders if you cannot follow
any of these guidelines.

•

When communicating with customers, try to use thetelephone as much as possible. Limit facility visitors to thoseconsidered business essential.

•

Whenever possible, conduct in-person internal meetings
through alternate means, such as teleconferencing
technology. Limit in-person meetings to those deemedbusiness critical.

•

Minimize potential risk of exposure by proceeding directly
to your specific work area, minimizing direct contact withcolleagues or trades on-site and leaving the location as soon
as work is finished.

•

Try not to gather at common meeting points such as coffee
makers, vending machines and water coolers. Follow strictsocial distancing pratices in other common areas such as
kitchenettes and restrooms.

•

If eating in the cafeteria, abide by social distancing andproper hygiene guidelines. Do not share your utensils,
containers or food with others.

Note: Public safety codes,
building codes, applicable laws
and security requirements mustnot be compromised.

04. Speak up•

Notify your supervisor or HR business partner if you
are feeling unwell.

•Engage your supervisor if you feel unsafe on thejobsite due to COVID-19 concerns.

•

Provide feedback on the measures in place or if you
have suggestions for improvement.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexFrequently asked questions
We encourage you to visit our COVID-19 Response page on Otis.com arrow-alt-circle-right to learn more about how we’readdressing new health risks, stepping up to help in the communities in which we live and work, and readimportant messages shared with our customers and passengers.

1. How will I know when I should return to on-site work?
Return dates will vary depending on locations, and sometimes individual teams and departments.
You will receive details regarding return dates, actions you may need to take, and any new protocols or
ways of working from your Regional General Manager, Managing Director, Site Leader or Regional Field
Operations Leader.

2. Is everyone coming back to work on-site?
Each region, country or operation will implement return to on-site work plans and protocols based on theircurrent situation, local legal guidelines or directives, and business needs. Potential plans may include:
staggered return dates, staggered start times, alternate days in the office or possibly continuing to work
remotely if the nature of your work allows for it. Local leadership teams will make these decisions, based onwhat works best to ensure your safety while addressing the needs of our customers.

3. What do I need to do before returning to on-site work?
The steps you need to take before returning may vary depending on your location but could include a selfhealth assessment and temperature screening. You will receive guidance on any actions you need to take atyour location directly from your local management team.

4. What is being done to ensure work locations are safe?
Otis is taking steps at all our office and factory locations to accommodate social distancing practices, provide
PPE and follow personal health and hygiene guidance in accordance with the health advisories of national
and local governments and the World Health Organization (WHO). These steps include enhanced cleaning
protocols, the addition or expansion of hand-cleaning and sanitizing stations and supplies throughout
facilities, temperature screenings and other actions, as necessary and where permitted, to protect your healthand safety and prevent the transmission of the virus.

5. What if I don’t feel comfortable coming back to work on-site yet?
We understand that some colleagues may be hesitant to return to on-site work. If you have concerns, sharethem with your supervisor and discuss arrangements for addressing these concerns.

6. Will there be temperature screenings on-site?
Depending on your location and local regulations, temperature screenings may be mandated orrecommended. In these cases, you’ll receive clear instructions at the screening point. All results will be
kept private and confidential.
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IndexFrequently asked questions
7. How will Otis protect my privacy and health-related information?
We recognize that health information is sensitive personal information that requires careful management.
Temperature screening will be conducted in a manner that offers as much privacy as practical for the site. We
will not record temperatures unless required by local law, regulation or rule. If temperature screening takes
place on-site, we will use that information to decide whether to grant you access to the facility. If access isdenied, it will be up to you to notify your manager; your manager will provide further guidance. In the eventthat you test positive for COVID-19, you must report that information to your manager for contact tracing
purposes. We will notify co-workers that someone in the office or work site has a confirmed COVID-19
diagnosis (we will not provide a name). This notification is necessary in order to trace close contacts andensure that co-workers have the information they need to take necessary precautions.

8. What happens if a colleague at an office or work site becomes infected with COVID-19?
We have established clear protocols for responding to a confirmed COVID-19 exposure on-site. If a colleague
is diagnosed by a medical professional with COVID-19, we will immediately trace any close workplace
contacts and notify them of the potential need for testing or the observance of a 14-day
isolation period. All possible steps must be taken to protect the privacy of everyone affected. Anyone
impacted will then follow the existing return to on-site work guidelines. We will also ensure all impacted
office or factory locations are appropriately isolated and work surfaces are sanitized to eliminate potential
cross-contamination.

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH

IndexManaging an evolving situation
Established in response to the pandemic, Otis Task Force teams were created to support leaders andcolleagues globally. In consultation with global and local health resources, these teams have played a criticalrole in offering expertise and developing informed recommendations for our business response, recovery andreturn to on-site work strategy.
Together, global, regional and functional leaders will continue to collaborate to share best practices, formalize
frameworks, and simply and effectively communicate guidance while recognizing the flexibility necessary toaccommodate national, regional and local orders and policies.
As we’ve seen, the timing and severity of the pandemic have varied by location. Similarly, the process bywhich we return to on-site work will be dynamic. Each location must adapt and put forth specific guidance inpartnership with local counsel, EH&S, Human Resources and leadership.
Our priority has always been – and will continue to be – your health and safety. Here’s a look our task force
structure and how these teams are partnering to offer input to the changes that will create a safe environment
for all of us:

Executive and Global Task Force

Adjust plan due toemerging development

Develop global
framework
Share best practices

Regional Task Force

Adjust plan due toemerging development

Designregion-specific strategies

Provide feedback on
strategies

Operational Task Force

Implement initiatives
Adjust plan due toemerging development

Share concerns
related to initiatives

Colleagues
Follow initiatives & speak up

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IndexAppendixSocial distancing and personal
hygiene visuals
Your health and safety are always top ofmind for all of us, yet some of the new safety
practices we’re putting in place may be an
adjustment when you return to on-site work.
To help familiarize you with what you can
expect to see as reminders throughout yourwork locations, we’ve created several sets ofsimple visuals. You can also download thesefor your own use.

DOWNLOAD VISUAL FOR
FIELD PROFESSIONALSDOWNLOAD VISUAL FOR
OFFICE/FACTORY COLLEAGUESDOWNLOAD
WHO HEALTH/HYGIENE TIPS

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JUNE 2020 | OUR NEW WORKPLACE | A GUIDE TO PROTECTING YOUR HEALTH© 2020 OTIS ELEVATOR COMPANY. ALL RIGHTS RESERVED

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